Finance Coordinator

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of British Columbia is seeking a Finance Coordinator for the English Language Institute within the Faculty of Education. This role is responsible for managing financial activities, developing budgets, and ensuring compliance with financial policies. The ideal candidate will have a strong background in accounting and financial management, with excellent communication skills and the ability to work independently.

Qualifications

• Minimum of two years of related experience or equivalent education.
• Experience performing complex reconciliations required.
• Ability to communicate effectively with diverse groups.

Responsibilities

• Manage day-to-day financial activities in the English Language Institute.
• Prepare financial documentation and reconcile expenditures.
• Develop and implement internal budgeting processes.

Skills

Accounting

Financial Management

Problem Solving

Attention to Detail

Communication

Education

Undergraduate degree in relevant discipline

Completion of at least 7 CPA academic prerequisites

Tools

Workday

Excel

Access

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Accounting, Level A Job Title Finance Coordinator Department Administration | English Language Institute | Faculty of Education Compensation Range $5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date June 10, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Reporting to the Associate Director, Administration and Operations, the Finance Coordinator is responsible for the management of all day-to-day financial activities in the English Language Institute (ELI) within Faculty of Education which runs an annual operating budget of $4M. This role participates in developing budgets for programs, prepares financial documentation for entry into the Financial Management System (Workday, Hyperion, for instance), reconciles expenditures to program budgets, manages all A/P and A/R activities, advises on tax processes, manages general bookkeeping and recommends changes to improve efficiencies. The incumbent ensures accurate processing of financial transactions, leads investigations of errors and recommends solutions.

Organizational Status

Reports to theELI Associate Director, Administration and Operations. The successful candidate is expected to perform independently with minimal supervision. Works with personnel at all levels throughout the ELI and in the Dean’s Office finance team as well as external vendors, professional associations and central UBC Finance and Procure to Pay which would include the Procurement Buyers and Partners.

Work Performed

• Performs core day-to-day accounting functions within the unit and advises ELI leadership on the unit’s financial operations. Manages all financial processing and ensures that the transactions are accurate and timely, and follow the established schedules or agreements with vendors.

• Works in collaboration with the Associate Director and stakeholders to develop short and long-range strategic financial plans for the unit.

• Develops, implements, and ensures compliance with internal budgeting processes.

• Prepares comprehensive financial reports and budget forecasts for the unit and its programs for submission to the Dean’s Office for review and approval

• Drives changes through the identification and implementation of new financial policies and internal controls to improve the efficiencies of the financial information workflow within the unit.

• Provides recommendations to the Associate Director, Administration and Operations to improve financial efficiencies and processes in the unit and to standardize the outflow of financial communication to clients.

• Develops and maintains a system for required financial records, project/grants and reports in the unit.

• Evaluates and prepares complex month-end, quarter-end, year-end accruals tuition revenue, deferred revenue, expenses, transfer and AR entries. Reconciles AR and Deferred revenue in the student registration system against Workday to ensure that all revenues and cost recoveries have been received and fully accounted for.

• Exercises judgment in assessing materiality of period end adjustments, student account discrepancies and records entries to balance Deferred revenue and AR accordingly.

• Identifies problems or discrepancies in various accounts or processes; performs account analysis by reviewing, extracting and interpreting information in order to determine reasons for problems or discrepancies; takes corrective actions to resolve such problems and discrepancies; and recommends changes to processes as needed.

• Responds to financial inquiries from vendors, partners and from within the unit; consults the Associate Director as needed.

• Prepares monthly program revenue and student count reports, and participates in year-end analysis and accruals. Ensures all transactions are processed by fiscal year end deadlines and follows up with auditor enquiries.

• Manages supplier accounts set-up and maintenance in Workday.

• Manages all A/P and A/R transactions including, but not limited to, commission payments to agents recruiting international students, homestay host payments and invoicing to our clients or partners.

• Provides financial advice and training to other staff and instructors on financial policies and procedures in the Faculty and across UBC.

• Provides input on the unit’s financial policy regarding registration, including refund policy, wire transfer fees, etc.

• Ensures financial transactions, procedures, and record keeping meet audit standards, including ensuring adequate documentation support for transactions and appropriate records retention

• Gathers data from registration and homestay units, prepares tax forms for domestic and international students, homestay hosts and submits required documentation to central finance and the CRA.

• Oversees and monitors student payment portals for receipts, refunds and reports; generate monthly reports for reconciliation.

• Acts as main point of contact and “subject matter expert” in all finance related matters; coordinates the flow of financial information and processes within the institute.

• Acts as the primary PCI compliance point of contact for the unit.

• Designs, develops and implements audit policies, programs, and procedures to ensure the integrity of financial information within the unit.

• Provides input on financial implications for large projects in other areas of the unit, such as the Student Information Systems.

• Develops and monitors management reporting associated with data integrity; assesses, evaluates and recommends internal accounting controls, policies, and procedures.

• Maintains a current knowledge of Generally Accepted Accounting Principles, University policies and procedures, external agency policies, relevant federal and provincial legislation and regulations relating to taxation to ensure adherence within the organization

• Performs other ad hoc duties as required

Consequence of Error/Judgement

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Must exercise judgment based upon a thorough knowledge of procedures, guidelines, generally accepted accounting principles and regulations. Inaccurate accounting records and/or practices could lead to overspending or loss in revenues. Errors can have significant adverse financial, impact on the ELI which is a purely revenue-based unit and has very little GPO funding.

Supervision Received

Works under limited supervision. Performs most duties independently. Receives specific instructions only on unusual matters or problems that depart from established policies and procedures. Work is reviewed in terms of adherence to policies and procedures.

Supervision Given

The position does not supervise other positions, but provides functional supervision to unionized employees and student workers in the unit on financial matters and policies, and may assign work to junior staff as required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience performing complex reconciliations required;

• Advanced Computer knowledge required (Word, Excel, Access, WORKDAY, Outlook, Student Registration Systems);

• Experience with online financial transaction processing, (WORKDAY Financial Certification preferred);

• Experience with purchasing (Online Payment Tool/OPT) procedures preferred. Knowledge of UBC policies and procedures related to finance and payroll;

• Knowledge of UBC internal controls best practices;

• Knowledge of standard generally accepted accounting procedures (GAAP), financial statement preparation and financial management systems

• Excellent oral and written communication, interpersonal and organizational skills.

• Ability to communicate effectively and tactfully with international clients, UBC s administration, general public, instructors, staff and students.

• Must exercise integrity and discretion, as work frequently involves enquiries from instructors, students, staff and external vendors;

• Ability to maintain accuracy and attention to detail.

• Good problem-solving ability required.

• Ability to prioritize and meet deadlines.

• Ability to train staff on financial practices.

• Ability to work independently and in a team environment.

• The incumbent must be able to demonstrate initiative in getting the work done and to identify, recommend and implement improvements/enhancements.

• Flexibility and adaptability are essential, with a proven ability to adapt to changing priorities.